Participant Terms of Service

1. Introduction

This Terms of Service applies to a Conference Participant. A Conference Participant is a person who sets up an account on Ex Ordo to access a conference that has already been created by a Conference Organizer. Examples of a Conference Participant include an author submitting a paper to be included at the conference, a reviewer who is grading a paper, or a person who is attending the conference.

Note: Your Conference organizer is a person or organization
who created/owns/manages the conference on the Ex Ordo
platform that you wish to participate in. View the
Terms of Service for a Conference organizer.
Please note that your Conference organizer may have
additional policies that you need to agree to in order to
participate in their conference. You should check with your
Conference organizer if any such policies exist.

This Terms of Service for a Conference Participant should
be read in conjunction with the Conference Participant
Privacy Policy, available below.

This website is owned by Ex Ordo Ltd ("Ex Ordo"). The
content of the site belongs to Ex Ordo unless indicated
otherwise. Copyright and all intellectual property rights
in the content of this site are vested in Ex Ordo and
reserved, unless indicated otherwise.

The Ex Ordo brand names and logos, are unless otherwise
stated, registered trade marks. All reproduction, use
and/or modification made without the prior written
permission of Ex Ordo is liable to constitute an
infringement of copyright.

By using any of the Ex Ordo web sites (in these terms
we call these sites and any successor sites, and any
software provided by Ex Ordo for use with the site,
"Service", "Site", "Application", "Software" and in
relation to Ex Ordo, "we", "us", "our" and terms of
similar meaning), or any other services of Ex Ordo you
are agreeing to be bound by the following terms and
conditions ("Terms of Service").

Ex Ordo reserves the right to update and change the Terms
of Service from time to time without notice. Any new
features that augment or enhance the current Service,
including the release of new tools and resources, shall
be subject to the Terms of Service.

Continued use of the Service after any such changes shall
constitute your consent to such changes. If you do not
agree with the changes you can cancel your account with us
without further obligation.
You can review the most current version of the
Participant Terms of Service
at any time.

2. Setting up and using your account

2.1 Registration Terms

To register and use the Service, you must:

provide your full legal name, a valid email address,
and any other information reasonably required in
order to complete the signup process;

be 18 years of age or older;

Accounts registered by "bots" or other automated methods
are not permitted;

You are responsible at all times:

for maintaining the security of your account and password.
Ex Ordo cannot and will not be liable for any loss or
damage from your failure to comply with this security
obligation; and

for all content posted and activity that occurs under
your account.

2.2 Using Your Account

Each user requires a single account on the Ex Ordo platform.
Your account does not restrict you to an individual
conference. You use this single account to access all the
conferences you are participating in on the Ex Ordo
platform. Your account remains valid unless it is
cancelled or terminated.

2.3 Modifications to the Service

Ex Ordo reserves the right at any time and from time to
time to modify, temporarily or permanently, the Service (or
any part thereof) with or without notice. Such notice may
be provided at any time by posting the changes to this Site
or the Service itself. Ex Ordo shall not be liable to you or
to any third party for any modification, price change,
suspension or discontinuance of the Service.

2.4 Cancellation and Termination of Your Account

A request to cancel your account on Ex Ordo should be
emailed to
support@exordo.com.
Following verification, your account will be deleted from
the Service within 30 days. Deleting your account on Ex Ordo
means that you will no longer be able to access any
conferences you had previously signed up for. Information
deleted in this manner cannot be recovered once your account
is cancelled.

You are responsible for deleting any conference-related
material (e.g. abstracts, papers etc) that you have submitted
to any active conference at the time of your request. The
organizer of any such conference will be made aware of your
cancellation request.

Information from the Ex Ordo platform that has been made
available in the public domain with your consent or published
outside the Ex Ordo platform with your consent cannot be
deleted.

Ex Ordo may terminate your account at any time upon notice
should you violate these Terms of Service or otherwise fail
to comply with your obligations hereunder. If your account
is dormant for a period of more than 2 years, we will
contact you to ask if you wish for it to be retained or
terminated.

All of your content will be immediately deleted from
Ex Ordo upon termination of your account.

3. Content, Ownership and Prohibited Uses

Our Content.
You expressly acknowledge that the Site, the Software
and the Service developed by or on behalf of Ex Ordo each
contain information, text, files, software, applications,
code hidden text, databases, pictures, photographs, video
footage, graphics, music, sounds and other material (the
"Materials") that are protected by copyright, trade marks,
trade secrets, patents, designs or other proprietary and
intellectual property rights (the "IPR"), and that these
IPRs are valid and protected in all forms, media and
technologies existing now or developed later and that all
right, title and interest in and to the Materials, the
Site, the Software, the Service and all IPR therein are
and shall remain the exclusive property of Ex Ordo.

Prohibited Uses.
You will not at any time:

copy, licence, distribute, sell or otherwise market
the Software or the HTML / CSS / JS / Server Side
Source Code or visual design elements of the Service
and/or the Site, or any part thereof, or authorise
any third party to do any of the foregoing;

use the Software, the Service and/or the Site, or any
part thereof, for any purpose or do any act which
would or might infringe the Ex Ordo IPR;

use the Software, the Service and/or the Site, or any
part thereof, to create, publish, post, upload,
transmit, disseminate or endorse any message, data,
information, text, name, software, graphics, files
materials or other content that is unlawful,
libellous, defamatory, profane, obscene,
pornographic, indecent, harassing, threatening,
harmful, invasive of privacy or publicity rights or
for any other unlawful purpose;

transmit any worms or viruses or any code of a
destructive nature when using or otherwise in
connection with the Service, the Software and/or the
Site; or

modify, adapt or hack into the Service or modify
another website or service so as to falsely imply
that it is associated in any way with the Service,
Ex Ordo or any other Ex Ordo service.

Your Content.
Your content is your responsibility. Ex Ordo has no
responsibility or liability for it, or for any loss or
damage your content may cause to you or other people,
companies or organisations. You retain ownership of your
own original data which is recorded in the Ex Ordo system.
You are responsible for ensuring that it does not infringe
the intellectual property, privacy or other rights of
third parties.

We claim no intellectual property rights
over the new material you independently create and provide
to the Service. Your profile and materials uploaded remain
yours. You will use the Software and/or the Service and
exercise your rights under these Terms of Service in
accordance with all applicable laws (including without
limitation copyright laws).

Monitoring and Altering Content.
Ex Ordo does not pre-screen content, but we reserve the
right in our sole and absolute discretion to screen and/or
remove or edit without notice any content posted or stored
on the Site that is objectionable to us for any reason (or
to appoint a third party to do any of the foregoing), and
we may do this at any time. You are solely responsible for
maintaining copies of and replacing any content you post
or store on the Site.

Third Party Material.
To the extent the Site, the Software and/or the Materials
include or refer to any third party materials, the
ownership of such third party materials shall be vested
in the third party(s) concerned. Ex Ordo is in no way
responsible for the content, accuracy or reliability of
any such third party materials.

4. General Conditions

4.1 Disclaimer of Warranties and Limitation of Liability

Your use of the Service and the Software is at your sole
risk. The Service and the Software is provided on an "as
is" and "as available" basis. Ex Ordo does not warrant
that

the Service and/or the Software will meet your
specific requirements,

the Service and/or the Software will be
uninterrupted, timely, secure, or error-free,

the results that may be obtained from the use of
the Service and/or the Software will be accurate or
reliable,

the quality of any products, services, information,
or other material purchased or obtained by you
through the Service and/or the Software will meet
your expectations, and

any errors in the Service and/or the Software will
be corrected.

You expressly acknowledge and agree that Ex Ordo shall
not be liable for any direct, indirect, incidental,
special, consequential or exemplary damages, including
but not limited to, damages for loss of profits,
goodwill, use, data or other intangible losses (even if Ex
Ordo has been advised of the possibility of such damages),
resulting from:

the use or the inability to use the Service, the
Software and/or the Site;

the cost of procurement of substitute goods and
services resulting from any goods, data,
information or services purchased or obtained or
messages received or transactions entered into
through or from the Service;

unauthorized access to or alteration of your
transmissions or data;

statements or conduct of any third party on the
service;

or any other matter relating to the Service, the
Software and/or the Site.

4.2 Technical Support and Hosting

All support queries should be directed to your Conference
organizer. Contact Details for your Conference organizer
can be found through the Support link at the bottom of
the conference page on Ex Ordo.

You understand that Ex Ordo uses third party vendors and
hosting partners to provide the necessary hardware,
software, networking, storage, and related technology
required to run the Service.

Accordingly, you understand
that the technical processing and transmission of the
Service, including your content, involve:

transmissions over various networks; and

changes to conform and adapt to technical
requirements of connecting networks or devices.

If your disk space or bandwidth usage significantly
exceeds the average usage (as determined solely by Ex Ordo)
of other Ex Ordo customers, Ex Ordo will notify your
Conference organizer to ask you to reduce the usage within
14 days.

After 14 days, we reserve the right to disable
your account until your usage is reduced to an acceptable
level.

4.3 Other

We respect your right to privacy and will not collect any
personal information about you on this Site without your
permission. We do not share your personal information,
unless required by law or court order.

For more
information about our privacy practices, please refer to
our Privacy Policy below. These Terms of Service are
governed by the laws of the Republic of Ireland.

The failure of Ex Ordo to exercise or enforce any right
or provision of the Terms of Service shall not constitute
a waiver of such right or provision. The Terms of Service
constitutes the entire agreement between you and Ex Ordo
and govern your use of the Service, superseding any prior
agreements between you and Ex Ordo (including, but not
limited to, any prior versions of the Terms of Service).

4.4 Security of your data

Keeping your data safe and secure is really important to
us. To ensure maximum security we manage our own servers,
we do not sub contract our server management to any other
company. Ex Ordo employees are the only people that can
access the servers/your data.

Ex Ordo servers are located in a data center in Germany
(operated by Hetzner) and as such are governed by
European and German data protection and intellectual
property laws.

Access to the data center and server rooms
is highly restricted. Written authorisation and photo ID
is required to access the data center and server room. All
visitors to the server rooms must be escorted by a Hetzner
employee at all times. Entrances and server rooms are
monitored by CCTV.

In the event of a power failure, our servers are backed by
an uninterrupted power supply (with a guaranteed 15 minute
battery capacity) and emergency diesel-generated power.
Multiple redundant connections to the largest German
internet exchange point, DE-CIX, ensure smooth data
transfer and maximum network uptime.

We utilise RAID1 disk mirroring on all servers to prevent
data loss in the event of a hard drive failure. In addition
to the redundancy we get from RAID, we also back up all
your data to an off site location (Ireland) on a nightly
basis. So in the event of a catastrophe occurring at our
main data centre, you can rest assured that we'll always
have a second copy of your data in another safe and secure
location.

4.5 Contact Us:

Participant Privacy Policy

This Conference Participant Privacy Policy
should be read in conjunction with the Conference
Participant Terms of Service available above.

Please note that your Conference organizer may
have additional policies that you need to agree
to in order to participate in their conference.
You should check with your Conference organizer
if any such policies exist. Ex Ordo is not
responsible for the actions of individual
Conference organizer with regard to your
information.

By using any of the Ex Ordo web sites (in these
terms we call these sites and any successor sites,
and any software provided by Ex Ordo for use with
the site, "Service", "Site", "Application",
"Software" and in relation to Ex Ordo, "we", "us",
"our" and terms of similar meaning), or any other
services of Ex Ordo you are agreeing to the
conditions set out in the Privacy Policy.

The Ex Ordo site may contain links to third party
sites. This privacy statement does not apply to
these sites and Ex Ordo is not responsible for
the privacy practice or the contents of these
third party websites.

Ex Ordo provide an application that facilitates
conference management through the website
accessible at
www.exordo.com
(the "Site").

For the purposes of Ireland's Data Protection Act
1998, Ex Ordo Limited, a company registered in
Ireland under company registration number 503411
and having its registered office at Galway
Technology Centre, Mervue Business Park,
Galway, Ireland, is the data controller in
relation to the personal data you disclose at
www.exordo.com.

Privacy Promise:
We respect your right to privacy and commit to
protecting the personal information we collect
from you through the following privacy principles:

You may access, modify or request the
removal of your personal information at any
time.

We will communicate our updated policies to
our users and the public by posting a notice
on the Site.

Collection and Use of Data:
When you visit the Site, information such as the
site that referred you here and your IP address
may be automatically collected as part of the
operation of the Site. Like most websites, we
gather statistical and other analytical information
collected on an aggregate basis of all visitors to
our Site.

This Non-Personal Data comprises
information that cannot be used to identify or
contact you, such as demographic information
regarding, for example, user IP addresses where
they have been clipped or anonymised, browser
types and other anonymous statistical data involving
the use of our website.

We may also collect from users of the application
personal information related to academic conference
management, including the person's name, email
address, and professional affiliation. Users may,
at their discretion, provide additional information
such as abstracts, papers, presentations, and
biographies as part of the conference management
process.

We do not use our users. information for other
purposes other than related to our site. We do not
share personal information about users with third
parties.

We do not aggregate (gather up data across
all user accounts) information and provide
information in a non-personally identifiable manner
to advertisers and other third parties for
promotional purposes.

Provide personal information in response
to authorized information requests of
governmental authorities or to comply with
any law, regulation, subpoena, or court
order.

Note: Each Conference organizers has access to
all conference-related data within their
conference, including your personal information.
Each Conference organizer may have its own policy
as to who may access conference related
information. Please contact your Conference
organizer for further information on any
additional conference specific policies. Ex Ordo
is not responsible for the actions of individual
Conference organizers with regard to your
information.

Security of Your Information:
We take our security responsibilities seriously,
employing the most appropriate physical and
technical measures and require our hosting
partner to exercise the same standard of care.
Notwithstanding our commitment to protect your
information, the internet by its very nature is
such that no data transmitted over the internet
can be guaranteed as entirely secure.

Ex Ordo,
its employees, agents and affiliates, make no
representations or warranties as to the security
of any information transmitted to or by us over
the internet.

Access to your Information:
You may request a copy of the personal
information that we have collected from you at
any time. Any such request should be made in
writing to the e-mail address set out below and
may be subject to a nominal charge.

No Sensitive Data:
We do not require or collect any data that falls
within the definition of "Sensitive Data" under
the Data Protection Acts 1988 and 2003, Ireland,
unless such information is volunteered entirely
of your own volition.

Cookies:
The Site may from time to time use cookies.
"Cookie" technology is customarily used to gather
statistical information and to analyse trends of
use or access to a website. A cookie is a small
text file stored by the browser on your computer
at the request of our web page server. Cookies
cannot be used to run programs or deliver viruses
to your computer. Cookies may be used to save
your personal preferences so you do not have to
re-enter them each time you access the Site. Our
cookies will record the number of user sessions
on this website and track the number of users who
return to this website. While most browsers
automatically accept cookies, you are free to
accept or reject our cookies or to ask your
browser to indicate when a cookie is being sent,
provided your browser permits. If you choose to
decline our cookies or ask for notification
each time a cookie is being sent, this may affect
your ease of use of the Site.

Corrections or Erasure:
You may request to have your personal information
corrected, if inaccurate, or erased from the Site
if there is no legitimate reason for the retention
of this information. Again, any such request
should be made in writing to the e-mail address
set out below.

Third Party Material:
Ex Ordo, its employees, agents and affiliates,
accept no liability howsoever arising for the
content or reliability of any third party materials
or websites referenced by hyperlink or other means
on the Site or for the data collection and use
practices or security measures exercised by such
third parties.

Business Transactions:
In the event Ex Ordo goes through a business
transition, such as a merger, being acquired by
another company, or selling a portion of its
assets, users' personal information will, in most
instances, be part of the assets transferred. Users
will be notified via prominent notice on our Web
site for 30 days prior to a change of ownership or
control of their personal information. If as a
result of the business transition, the users'
personally identifiable information will be used
in a manner different from that stated at the time
of collection they will be given choice consistent
with our Changes to this Policy section.

Changes to this Policy:
Any changes made to this Privacy Policy from time
to time will be published at the Site. In the event
any change to this Privacy Policy results in your
personal information being used in a way which is
significantly different from that disclosed to
you at the time it was collected, we will notify
you to determine whether or not we may use your
personal information in this new way.

Contact Us:
Should you have any queries or complaints
relating to this Privacy Policy, please contact
us at: